Objective

To create an RFI using the Project level RFIs tool.

Background

In the construction industry, RFIs are used to clarify ambiguities, answer questions, and fill information gaps that occur during the construction process. A common scenario for creating an RFI is when a subcontractor or superintendent requires specific information about completing a job or task from the project's architect or engineer. For example, a project drawing might be unclear, a requirement may be vague, or a product specification might be outdated, inaccurate, or incomplete. In such cases, it's important that questions are answered as quickly and succinctly as possible to prevent miscommunication, project delays, and/or rework.

In Procore, RFIs are comprised of the following components:

General Information. To make sure that a question is interpreted properly, it's important to include any additional information that provides related background information and context about the specific question, issue, or ambiguity.

Question. A formal question related to the construction project that requires a response from another person. For example, a subcontractor might submit the question on an RFI because a construction document or product specification is ambiguous. Questions can also be asked on behalf of another person/vendor.

Replies: A reply sent by an assignee on the RFI. For example, a project engineer might provide a reply to a subcontractor's question to clarify an ambiguous specification.

Official Response: A reply (or multiple replies) that have been designated as the 'Official Response' for the RFI. The 'RFI Manager' completes this designation.

Number*. This is a required field when a user with 'Admin' level permission on the RFI tool creates an RFI in the Open status. It is NOT required when users with 'Standard' level permission create a Draft RFI (see What is a 'Draft' RFI?).Notes:

Due Date. This field is only visible and available to users with 'Admin' level permission. Select the date by which you require a response from the Assigned To person. By default, created RFIs are due within three (3) calendar days. However, a user with 'Admin' permissions on the RFI tool can customize the due date setting. See Configure Advanced Settings: RFIs.

Subject*. Provide a descriptive title for the RFI. The RFI's subject is displayed as the RFI's title in the list view.

Assignees. This field is only visible and available to users with 'Admin' level permission. Assign responsibility for submitting a response to the RFI question to one or more project team members. To require a response, place a checkmark next to the desired assignee name. The first assignee will be listed as the Ball In Court for the RFI. The system sends an automated email notification to any new assignee(s) with the subject line, "You have been assigned to this RFI."

If you are a user with 'Admin' level permission on the RFIs tool, you may select yourself or another user with 'Admin' level permission from the list.

If you are a user with 'Standard' level permission, this list only populates with the names of users who have 'Admin' level permission to the RFIs tool. You may only select another user with 'Admin' level permission from the list.

Distribution. Add users with 'Read-Only level permission or higher to the RFI's distribution list. Depending on the user's permission level, they can respond to the RFI using at least one of several methods. For details, see Respond to an RFI.

Received From. Select the person from whom the RFI question was received from the drop-down list.

Responsible Contractor. This is automatically prefilled with the company associated with the person who is creating the RFI, as defined by the "Question Received From" field.

Drawing Number: You can manually input a drawing number into this field. However, the recommended process to associate an RFI to a drawing is to Link an RFI to a Drawing.

Cost Code. Select a cost code for the RFI. This links the RFI to the cost code, which is helpful later, should the RFI's scope of work affect the project's budget and result in a change order. See Create a Potential Change Order (PCO).

Cost Impact. Select one of the following options from the drop-down list.

Yes. Select this option if you know the amount by which the cost will be impacted. Then enter a number in the $ box to indicate the cost impact.

Yes (Unknown). Select this option if you know the cost will be impacted, but the amount is not know.

No. Select this option if there is no impact to the cost.

TBD. Select this option if you have yet to determine if there is a cost impact.

N/A. Select this option if the cost impact is not applicable to this RFI.

Sub Job*. Select a sub job from the drop-down list. For this list to be available, the sub jobs feature must be enabled. See Enable Sub Jobs.

Schedule Impact. Select one of the following options from the drop-down list.

Yes. Select this option if you know the number of days by which the schedule will be impacted. Then enter a number in the Days box to indicate the total number of calendar days.

Yes (Unknown). Select this option if you know the schedule will be impacted, but the number of days is not know.

No. Select this option if there is no impact to the schedule.

TBD. Select this option if you have yet to determine if there is a schedule impact.

N/A. Select this option if an impact to the schedule is not applicable to this RFI.

Private. Select Yes or No from the drop-down list. Yes indicates the RFI(s) will be marked Private. No indicates the RFI(s) will NOT be marked Private. For more information about privacy, hover your mouse cursor over the question mark icon (?) to view a tooltip.

Reference. An optional field that can serve as a helpful reference tag. Double-click to get a list of recently used references.

Custom Fields. If a user with 'Admin' level permission on the RFIs tool has configured custom fields to appear in your RFIs tool, those will appear in the creation page as shown. See Configure Settings: RFIs.

Question*. If you are creating the RFI, input the question. If you are editing the RFI, modify it. Note: It is recommended that your question always document any additional background information that is required from the person assigned to submit an answer.

Click one (1) of these buttons:

Create a Draft. If you want to create a Draft version of the RFI, click this button. Procore adds the new RFI to the tool's draft list. This saves the RFI as a 'Draft' and the Ball In Court responsibility remains with the RFI Manager.

OR

Create as Open. If you want to create a new RFI in the Open status, click this button. Procore adds the new RFI to the tool's Open list. The system also sends an automated email notification to the people named on the Assignees list and members of the Distribution List for the RFI. In addition, the RFI is saved as a 'Open' and Ball In Court responsibility shifts to the designated Assignee.

Create an RFI as a User with 'Standard' Level Permission

If you are a foreman, superintendent, or subcontractor on a project, your project manager or engineer may grant you 'Standard' level permission on a project's RFIs tool. This gives you the ability to create an RFI in the 'Draft' status and send it to the person that you designate as the RFI Manager for review. That person can then review your RFI, place it in the 'Open' status, and assign it to the appropriate members of the project team for a response.

Important! If you have 'Standard' level permission to the RFIs tool and want to be notified of the Official Response to your RFI, you must be added to the RFI's Distribution List. If you are NOT a member of the Distribution list, you will NOT be notified the official response on the RFIs that you create.

Navigate to the project's RFIs tool.
This reveals the RFIs page.

Click +Create.
This opens the New RFI page.

In the General tab, complete the form with the appropriate information.Note: Required fields are highlighted with an asterisk (*).

Subject*. Provide a descriptive title for the RFI. The RFI's subject is displayed as the RFI's title in the list view.

If you are a user with 'Admin' level permission on the RFIs tool, you may select yourself or another user with 'Admin' level permission from the list.

If you are a user with 'Standard' level permission, this list only populates with the names of users who have 'Admin' level permission to the RFIs tool. You may only select another user with 'Admin' level permission from the list.

Received From. Select the person from whom the RFI question was received from the drop-down list.

Responsible Contractor. This is automatically prefilled with the company associated with the person who is creating the RFI, as defined by the "Question Received From" field.

Drawing Number: You can manually input a drawing number into this field. However, the recommended process to associate an RFI to a drawing is to Link an RFI to a Drawing.

Schedule Impact. Select one of the following options from the drop-down list.

Yes. Select this option if you know the number of days by which the schedule will be impacted. Then enter a number in the Days box to indicate the total number of calendar days.

Yes (Unknown). Select this option if you know the schedule will be impacted, but the number of days is not know.

No. Select this option if there is no impact to the schedule.

TBD. Select this option if you have yet to determine if there is a schedule impact.

N/A. Select this option if an impact to the schedule is not applicable to this RFI.

Cost Code. Select a cost code for the RFI. This links the RFI to the cost code, which is helpful later, should the RFI's scope of work affect the project's budget and result in a change order. See Create a Potential Change Order (PCO).

Cost Impact. Select one of the following options from the drop-down list.

Yes. Select this option if you know the amount by which the cost will be impacted. Then enter a number in the $ box to indicate the cost impact.

Yes (Unknown). Select this option if you know the cost will be impacted, but the amount is not know.

No. Select this option if there is no impact to the cost.

TBD. Select this option if you have yet to determine if there is a cost impact.

N/A. Select this option if the cost impact is not applicable to this RFI.

Reference. An optional field that can serve as a helpful reference tag. Double-click to get a list of recently used references.

Custom Fields. If a user with 'Admin' level permission on the RFIs tool has configured custom fields to appear in your RFIs tool, those will appear in the creation page as shown. See Configure Settings: RFIs.

Question*. If you are creating the RFI, input the question. If you are editing the RFI, modify it. Note: It is recommended that your question always document any additional background information that is required from the person assigned to submit an answer.

Send for Review. Click this button to save your new RFI in the 'Draft' status and send it to the person you designated in the RFI Manager field. This shifts the Ball in Court responsibility to the RFI Manager.Notes:

If the person who created the RFI has 'Standard' level permission to the RFIs tool, you will be permitted to edit the RFI's General Information and Question.

After the RFI is placed into the 'Draft' status, users with 'Standard' level permission will no longer be permitted to edit information in the RFI.